Auto-tagging of paid/unpaid jobs

Purpose

1. Automatically tag jobs as "Paid" or "Unpaid" on service or financial records, ensuring up-to-date job status.

2. Enable real-time monitoring of payment status for technicians, admins, and accountants.

3. Facilitate smooth synchronization of financial data across quoting, invoicing, CRM, and workflow systems.

4. Streamline back-office operations by reducing manual intervention for payment tracking and follow-up.

5. Provide consistent data for analytics, reporting, and automated alerts regarding outstanding or settled invoices.

Trigger Conditions

1. New payment activity received (e.g., “Payment Received” or “Payment Failed”).

2. Invoice status changes to “Paid” or “Unpaid” in connected accounting/invoicing systems.

3. A completed duct cleaning job triggers a check on associated invoice status.

4. Customer self-service portal interaction alters payment status.

5. Scheduled scan of open jobs verifies payment status.

Platform variants

1. QuickBooks Online

• API: Payment.create, Invoice.get, Invoice.update; configure to auto-tag “Paid” when Payment is applied to an invoice.
  

2. Xero

• API: Payments endpoint, Invoices endpoint; webhook callback on invoice paid to update job status with "Paid" tag.
  

3. FreshBooks

• API: Invoice.update, Payment.create; trigger on invoice event, attach custom “Paid/Unpaid” field.
  

4. Zoho Books

• Webhook on invoice update; auto-fill custom job tag field via API when payment status changes.
  

5. Salesforce

• Configure Process Builder or Flow/Workflow Rule; link Opportunity/Job Object with payment status, auto-apply “Paid/Unpaid” tag at stage change.
  

6. Jobber

• API: Payment Recorded webhook; set custom field “Paid/Unpaid” on job when payment event is triggered.
  

7. ServiceTitan

• Use Jobs API; monitor payment status field, auto-tag job entity.
  

8. Stripe

• Webhook for payment_intent.succeeded or payment_failed; connect to CRM/invoicing via endpoint to update tag.
  

9. Square

• Webhook “payment.updated”; invoke job record update using Square’s Orders API including a paid/unpaid label.
  

10. Wave

• Payment webhook; sync Paid/Unpaid tag to job record using API.
  

11. Sage Business Cloud

• API: SalesInvoices endpoint; set custom status tag based on settlement.
  

12. PayPal

• IPN or Webhook notification for completed/refunded payments; transmit tag to job/CRM using REST API.
  

13. HubSpot

• Workflow automation based on Deal Stage or Custom Invoice Status Property; auto-tags jobs via Workflows.
  

14. Monday.com

• Integrate payment status with board automation; auto-update column “Paid/Unpaid” for job item.
  

15. Airtable

• Script automation on payment status field update in job table; set “Paid” or “Unpaid” single-select column.
  

16. Google Sheets

• Apps Script watches for payment entry matches and marks job row with Paid/Unpaid tag.
  

17. Microsoft Dynamics 365

• Workflow rule triggers on Invoice entity Paid status; cascade tag to related Job entity.
  

18. NetSuite

• SuiteScript or workflow triggers on CustomerPayment and Invoice records, updates job status field.
  

19. SAP Business One

• Event triggered on cleared accounts; updates job custom field or UDF to Paid/Unpaid.
  

20. Pipedrive

• Automation on deal stage/payment field; sets custom field or label “Paid/Unpaid” on deals associated with jobs.
  

21. Odoo

• Server actions on Invoice validation; write result to related task/job with paid status.
  

22. Trello

• Power-up/Webhook: on card move (paid/unpaid list) or label, auto-assign colored tag.
  

Benefits

1. Ensures real-time job payment visibility, improving cash flow insights.

2. Minimizes human error in tracking paid/unpaid statuses.

3. Streamlines communication between field, office, and accounting teams.

4. Accelerates resolution of overdue payments with automated monitoring.

5. Reduces admin workload by cutting manual status checks and updates.

6. Offers audit trail and analytics for process optimization.

7. Enhances customer experience by enabling prompt follow-ups and transparency.

8. Supports regulatory compliance through consistent, timestamped records.